Fleet Management Software for UK Passenger Transport Operators
Passenger transport operators face compliance obligations that go beyond those of goods vehicle fleets — PSV operator licences, Driver CPC requirements, PSVAR accessibility rules, and the heightened duty of care that comes with carrying passengers. FleetGS gives bus, coach, minibus, and patient transport operators the compliance tools and operational visibility to meet those obligations efficiently.
Compliance built for passenger-carrying operators
A PSV operator licence carries specific conditions around vehicle roadworthiness, driver qualification, and record-keeping that go beyond the standard goods vehicle framework. Traffic commissioners scrutinise passenger transport operators closely — and the consequences of non-compliance (revocation, curtailment, or formal warning) can be existential for smaller operators.
FleetGS structures the compliance workflow around what passenger transport operators actually need to demonstrate: that every vehicle is inspected before it carries a passenger, that defects are acted upon promptly, that drivers hold valid licences and appropriate entitlements, and that maintenance is carried out systematically. For operators new to the PSV licensing framework, our operator licence guide explains the full set of obligations in plain English.
For driver hours compliance — which for many coach and bus operators means navigating both EU drivers' hours rules and the Road Transport Working Time Regulations — FleetGS records working time digitally via the driver app, giving transport managers an auditable overview of each driver's hours across a period. See our driver hours monitoring guide for a detailed breakdown.
- Live GPS tracking for buses, coaches, and minibuses
- Digital walkaround checks with PSVAR and DVSA-aligned categories
- Vehicle maintenance scheduling with MOT and service reminders
- Driver hours recording via the mobile app
- Driver licence verification with expiry alerts
- Driver CPC training record management
- Job dispatch and passenger-manifest-linked scheduling
- Geofencing for school zones, hospital sites, and terminal boundaries
- Defect workflow — vehicles flagged until defects are resolved
- One-click compliance audit pack for traffic commissioner review
PSV compliance at a glance
Daily vehicle checks
DVSA-aligned categories, photo evidence, driver sign-off
Maintenance records
Service history, MOT dates, 28-day inspection scheduling
Driver hours
App-recorded working time, exportable per driver
Driver CPC records
Training event log per driver, expiry tracking
Licence checks
DVLA Mandate integration, entitlement category alerts
PSVAR and accessibility compliance
The Public Service Vehicles Accessibility Regulations (PSVAR) require buses and coaches used on scheduled services to meet accessibility standards for wheelchair users and those with other mobility needs. FleetGS supports custom vehicle inspection templates, allowing operators to incorporate PSVAR-specific checks — ramp operation, hearing loop function, priority seating condition — into the daily pre-departure check workflow.
Passenger transport segments we serve
FleetGS supports the full range of UK passenger transport operations — from school contracts and NHS patient transport to corporate shuttles and private coach hire.
Bus and coach operators
Private hire coach companies and day-tour operators operating under Standard or Restricted PSV licences use FleetGS to manage vehicle compliance, driver records, and job scheduling from a single platform.
NHS patient transport
Ambulance and patient transport contractors — including non-emergency patient transport (NEPT) providers — use FleetGS for live vehicle tracking, PSVAR-compliant vehicle checks, and driver scheduling.
School transport operators
Home-to-school transport contractors use FleetGS to track routes, manage driver compliance, record vehicle checks, and provide evidence of service delivery to commissioning local authorities.
Community and voluntary transport
Community transport organisations operating Sections 19 and 22 permits use FleetGS for minibus tracking, driver management, and vehicle maintenance — without the complexity of enterprise fleet software.
Corporate and executive shuttle
Corporate shuttle and staff bus operators use FleetGS for route tracking, passenger capacity management, driver compliance, and on-time performance reporting for client SLAs.
Airport transfer and private hire
Licensed private hire vehicle (PHV) and executive transfer companies use FleetGS for live tracking, driver app integration, job management, and vehicle maintenance records.
How FleetGS works for a passenger transport operation
01
Driver completes pre-departure check
Before the first journey, the driver completes a digital walkaround check via the FleetGS app. Any defects — brakes, lights, ramps, emergency exits — are photographed and submitted. The vehicle is cleared or flagged before passengers board.
02
Manager monitors routes in real time
Live GPS tracking shows every vehicle's location, speed, and status. Geofence alerts fire on arrival at schools, hospitals, or terminals. Schedule adherence and journey times are visible on the dispatch board.
03
Compliance records build automatically
Every check, defect, journey, and driver hour is logged and timestamped. Maintenance reminders fire before deadlines. At any point, the transport manager can export a full compliance pack for traffic commissioner review — in minutes, not days.
Pricing for passenger transport fleets
Flat-rate monthly pricing — no per-vehicle fees, no per-driver charges.
Starter
£45/mo
Up to 10 vehicles
Growth
£129/mo
Up to 40 vehicles
Scale
£299/mo
Up to 200 vehicles
Frequently asked questions — passenger transport fleet management
Yes. FleetGS provides the core compliance tools that PSV operator licence holders need to maintain day-to-day: digital walkaround checks with defect categories appropriate for passenger-carrying vehicles, vehicle maintenance and MOT scheduling, driver licence verification, and driver hours recording. Every action is timestamped and permanently retained, giving operators an exportable audit trail for traffic commissioner review.
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